The administrative assistant will provide secretarial support to school site; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.
Essential Functions • Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions. • Collects payments for a variety of events (e.g. fines, fees, and fund raisers, etc.) for the purpose of completing transactions and/or securing funds. • Compiles a variety of data (e.g. Student Educational Occupation Plans, calendars, work orders, budget reports, specialized reports, student records, etc.) for the purpose of preparing reports or processing requests, making recommendations and/or preparing information for assigned administrator. • Coordinates assigned projects and/or activities (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, personnel to proctor all exit assessments, etc.) for the purpose of completing activities and/or delivering services in a timely manner. • Maintains a variety of manual and electronic documents files and records (e.g. a variety of site processes; student transcripts, purchase orders, advisory lists, work orders, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. • Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability. • Monitors student behaviors (e.g. in hallways, auditorium, etc.) for the purpose of maintaining a safe and positive learning environment and secure facility. • Prepares a variety of correspondence, reports and other materials (e.g. special recognition awards, report cards, class schedules, letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. • Processes documents and materials (e.g. student registrations, time sheets, work orders, travel reimbursements, etc.) for the purpose of ensuring accurate historical documentation. • Researches assigned topics (e.g. student record discrepancies, current practices, policies, education codes, etc.) for the purpose of providing information for addressing department operations and ensuring accuracy of information. • Responds to inquiries from a variety of internal and external parties (e.g. parents, district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. • Reviews release of student's to authorized parent and/or guardian for the purpose of ensuring safety of students upon release of student activities. • Schedules activities (e.g. appointments for counselors and administrators, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator. • Verifies student related data (e.g. grades, information, course work, etc.) for the purpose of ensuring the accuracy of student records. • Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.